Office Manager/Administrative Support

About the role

This position is located in the Judge Guenther Memorial Center and provides executive assistance to the Director of Court Services as well as technical and administrative support to the programs within Court Services.

Responsibilities

• Reviews, understands, and responds to defendant’s basic questions concerning court referrals, release conditions, orders and other criminal justice documents.
• Greet visitors and respond to questions or locate the appropriate staff or officer to assist the visitor with the purpose of their visit.
• Answers the telephone and aids callers by responding to general and specific inquiries, interpreting information needs, directs traffic and/or fields daily calls from the public, defendant check-ins, community service workers and outside agencies locating applicable resources or connects them with the appropriate staff member or officer.
• Exercises general accounting principles such as documenting and accounting revenues and expenditures and reconciling accounts.
• Reviews invoices for accuracy and submits all invoices through the MUNIS system.
• Maintains accurate credit card records and submits through the MUNIS system and to the Auditor’s office.
• Creates and submits invoices for services rendered to other departments.
• Provides documentation and creation of deposits.
• Develops, records, and reports bi-weekly payroll records.
• Covers accounts receivable and payable processing for the Court Services.
• Ensures appropriate reimbursement to Court Services.
• Coordinates and performs overall accounts receivable and payable processing for the Court Services.
• Verifies the invoice is correct by reviewing all details.
• Checks for errors and research discrepancies by contacting the vendor to gather additional information, checking procedures and adjusts ensure accuracy.
• Processes paperwork for Court Services assets and monitor and apply the asset tags.
• Disposes of assets as needed, using proper procedures.
• Orders, tracks and keeps an inventory on all supplies and conducts periodic inventories of resources.
• Provides routine office duties including copying, faxing, emailing, certified mailings, etc. of various documents and develops computer generated signs and forms.
• Maintains and keeps the current mailing lists up to date.
• Enters information and data into the Court Services Department database.
• Aids with grant development and reporting.
• Documents drug and alcohol testing into the Court Services database.
• Oversees the fee waiver and reduction program; coordinates and tracks payment plans with eligible clients.
• Affords assistance to the Community Service program and the development of payment plans.
• Performs other clerical duties for Court Services staff as needed.
• Provides a basic understanding of policies and procedures to the Court Services employees, i.e., helping with time sheets, vacation, comp-time, leave requests, etc.
• Maintains Department policies and procedures library and coordinates with supervisors to update annually or as needed.
• Might assist the Director with budget reviews and development of fiscal budget planning and development.
• Maintains statistical information for evaluation of goal achievement.

Qualifications

• The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to a bachelor’s degree in accounting with a focus in criminal justice or other related social service program and/or three (3) to five (5) years related skills.

Supplemental Information

• To please be prepared to attach the following required documents to be considered: Resume, Three (3) work references, Cover Letter.
• Gallatin County is an equal opportunity employer.
• All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.